Executive Assistant - Foundation (Job ID: 8853)
DEPARTMENT SUMMARY
St. Michael's Hospital Foundation (SMHF) is the exclusive fundraising organization to generate and manage philanthropic funds for St. Michael's Hospital and Providence Healthcare, within Unity Health Toronto. Through multiple lines of fundraising income generation and stewardship activity, SMHF, in conjunction with Unity Health, will define and promote the St. Michael's and Providence brands to maximize philanthropic revenue to fuel their healthcare, research, teaching and health equity missions. We will inspire our communities, local, provincial, national and international, to invest in our organizations' priorities to drive and implement innovation that will equitably support all members of our society to manage and overcome disease and health crises and live healthier lives to create a more inclusive and thriving society. Join us!
POSITION SUMMARY
The Executive Assistant is responsible for facilitating the efficient and smooth operation of the President and CEO's office, maintaining the President and CEO's schedule and coordinating, overseeing, and/or performing a wide variety of administrative and support activities on behalf of the President and CEO and the Foundation Vice Presidents.
The Executive Assistant serves as primary point of operational and administrative contact for the President and CEO's Office, often on complex and confidential issues as well as overseeing and/or participating in the coordination, supervision, and completion of special projects and/or events.
The Office of the President and CEO supports the President and CEO and coordinates to provide back-up support to the Manager, Board Governance on an ad-hoc basis, as required.
RESPONSIBILITIES
Organization and maintenance of calendar for the Foundation President and CEO, including scheduling appointments, meetings, conferences, and other engagements using appropriate prioritization and using independent business judgement to resolve conflicts that arise as appropriate.
Production of professional, accurate, and complete documentation generated or required by the Senior Management Team in a timely manner, including visual presentations.
Preparation of briefing material for the Senior Management Team for meetings and speaking engagements including creation of agendas, compilation of reference material and concise background information.
Maintenance of efficient organization and operation of the executive office.
Coordination of all travel arrangements for the President and CEO as well as preparation and submission of travel and expense reports for reimbursement.
Handling of confidential and non-routine information with appropriate discretion at all times.
Act as project manager for special projects at the request of the Senior Management Team. Examples could include planning and coordinating presentations; disseminating information; and/or coordination of all-staff Foundation events led by the President and CEO (for clarity, not Foundation fundraising events).
Conduct, synthesize and report on basic research as required by the Senior Management Team.
Manage incoming communications (email, phone and mail).
Collaboration with staff on preparation of summary documents ensuring grant and program data and descriptions for the Senior Management Team are accurate, complete and of the highest calibre.
Handling special projects and other duties as assigned.
Coordinate with human resources the President and CEO's leadership of equity, diversity and inclusion activities and meetings within the Foundation and in collaboration with the Hospital.
Contribute to the promotion of a positive and professional work environment through teamwork and professional conduct demonstrating integrity and respect at all times.
Act as an Ambassador throughout the Community, positively representing the Hospital and the Foundation.
Compliance with all policies and procedures of Unity Health Toronto, SMH and SMF.
Compliance with the Occupational Health and Safety Act, working in a safe manner at all times as well as reporting any incidents that should arise immediately to direct supervisor.
Performance of other duties as assigned in order to meet the overall goals and objectives of the Foundation.
Demonstrate alignment with the culture and core values of the organization.
On an ad-hoc basis, join with Foundation staff colleagues to support various events in day-of logistics and execution.
KNOWLEDGE & SKILLS
Post-Secondary Diploma or degree.
Five or more years of experience providing administrative support to an executive required, with some exposure to the philanthropic or non-profit sector preferred.
Extremely organized with excellent attention to detail.
Excellent oral and written communication skills.
Ability to plan ahead and work within deadlines.
Ability to multi-task, prioritize and follow-through to effectively manage workflow.
Ability to proactively identify opportunities to improve the efficiency of the office.
Ability to work with minimal supervision while prioritizing own work to handle multiple tasks and ensure established deadlines are met.
Good interpersonal skills with the ability to support collegiality in a small office.
Strong client service skills; able to diffuse situations with upset donors/public.
Ability to be productive when working independently and as a member of a team.
Ability to use discretion in maintaining confidentiality of sensitive materials and issues.
High level of flexibility and responsiveness.
Excellent computer skills, particularly with Microsoft Office and Google products.
Demonstrated commitment to and understanding of the mission and values of Unity Health Toronto and St. Michael's Hospital/Providence Healthcare.
Positive attitude, sense of humor, and a commitment to being part of an energetic and enjoyable work environment.
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